Accounts Receivable Batch Payments

The Batch Payments screen allows you to apply multiple payments to invoices for a specific A/R account. From a single total payment to the account, apply separate payment amounts to each open invoice. These open invoices appear listed below the data fields, allowing you to easily see and select the appropriate one(s). The specified amount is then applied to each invoice and where appropriate, marked as paid. The Accounts Receivable Batch Payment screen is reached via the Accounts Receivable Batch Payment command, which is part of the Accounts Receivable system in Skyware, and may be found on the Accounting Menu.

Note: The Accounts Receivable Batch Payment Transactions screen provides a list of all of the batch payment transactions that have been processed.

 

 

 

Quick MenuFiles Menu

 

 

click Files => from the Other section of the Full Menu.

 

 

Click the icon on the left, or the breadcrumb words "Full Menu" on the top right of the screen to open the Full menu.

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

Select Files => from the Other section.

Other section of Full Menu with Files => command selected OR Other section of the Full Menu with Files => command selected, NEW look for Skyware

The Files Menu is divided into two sections, Files List 1 and Files List 2.

Files Menu screen OR Files Menu, NEW look for Skyware

Select the Accounting => command from the Files List 2 section.

Files List 2 section of the Files Menu with Accounting => command selected OR Files List 2 section of the Files Menu, NEW look for Skyware

 

The Accounting Menuis divided into two sections, General and Reports.

Accounting Menu screen OR Accounting Menu, NEW look for Skyware

Select the Accounts Receivable Batch Payments command from the General section:

Reports section of the Accounting Menu with Accounts Receivable Invoices (print) command selected OR General section of the Accounting menu with Accounts Receivable Batch Payments command selected, NEW look for Skyware

 

When selected, the Accounts Receivable Batch Payments screen will open.

Accounts Receivable Batch Payments screen example

Select A/R Account #: You may type in the A/R account directly into this field or you may click on the box next to the field to open a separate window listing all Accounts Receivable Accounts currently in Skyware. Click on the appropriate line entry to automatically enter the account into the field and close the pop up window.

Pop up window displaying all A/R accounts in Skyware, for search and selection of one

All open invoices for the selected account will appear listed below the data fields (in the Open Invoices section of the screen), allowing you to easily see and select the appropriate invoices.

Accounts Receivable Batch Payments screen example showing all open invoices for a selected A/R account

Note: If NO invoices are outstanding for the account, in the Open Invoices section instead a message informing you that there are no invoices to process (for the selected account) will appear.

Accounts Receivable Batch Payments screen example showing that there are NO open invoices for a selected A/R account

If the A/R account has open invoices against it, this screen may be used to enter payments towards the invoices.

Amount to Apply: Enter the total amount to be applied (this is the total amount that will be spread between all the listed open invoices).

Amount Applied: This field is automatically generated using the values entered in the Apply field of the individual open invoices.

Payment Type: Select the Payment Type from the drop-down list of available options.

Description: Enter a description of the payment (check number, any other pertinent information).

Accounts Receivable Batch Payments screen with Payment information section highlighted

Open Invoices: This section shows any open invoices associated with the account, including the date the invoice was generated (which may be clicked to open the invoice transactions screen, which lists all transactions that occurred on the specific date), the invoice number, the amount of the specific invoice when it was generated, the total paid towards the invoice, the balance still due, the apply field (used to apply the payment to the invoice), the guest/folio/stay the balance is associated with (which may be clicked to open the Posting Screen and Statement screen for the specific folio) and any reference for the invoice that has been added.

Accounts Receivable Batch Payments screen with Open Invoices information section highlighted

Enter the amount going towards each individual invoice in the separate Apply field for each invoice.

This may be done using the "All =>" button which appears next to the amount due in the Balance field, and when clicked will automatically complete the Apply field with the total balance due for the invoice, or manually by typing the desired amount in (if the amount to be applied to the invoice balance is NOT the total outstanding balance you MUST enter the amount manually).

Accounts Receivable Batch Payments screen with Open Invoices Balance and Apply section highlighted

When an amount has been entered into the Apply field of any individual invoice, the "Amount Applied" field will display the total amount entered, adding any entered values together for a total.

Accounts Receivable Batch Payments screen with amounts entered into the Apply sections and the Amount Applied field highlighted

Note: Again, the Amount Applied field is generated AUTOMATICALLY using the individual amounts in the Apply field(s). It cannot be altered manually except by altering the amount(s) entered within the Apply field(s) of the open invoices.

 

When finished, click Apply Payment.

Accounts Receivable Batch Payments screen with Apply Payment button highlighted  

The specified amount is then applied to each invoice and where appropriate, marked as paid.

 

Note: If the amounts in the Amount to Apply and Amount Applied fields DO NOT MATCH, the payments will NOT be applied; instead you will see a pop up message on the screen appear telling you they are not the same.

Accounts Receivable Batch Payments screen with error message highlighted

If the amounts in the Amount to Apply and Amount Applied fields do not match BUT the amount in the Amount to Apply field is GREATER than that in the Amount Applied field, as well as the pop up message on the screen appear telling you they are not the same, you will ALSO see a message telling you that the excess funds can be applied to future invoices.

Accounts Receivable Batch Payments screen with multiple error meesages highlighted

This may be performed by checking the "Apply any excess funds to the next open invoice?" check box below the Apply Payment button.

Accounts Receivable Batch Payments screen with "Apply any excess funds to the next open invoice?" check box checked and highlighted

With this box checked, when the Apply Payment button is clicked, the specified amount is applied to each invoice and where appropriate, marked as paid, with the excess funds being applied automatically to the next open invoice for the account.

 

Date Updated August 12, 2023